Rights & licensing
How to Protect Your Catalog When Entering Co-Management or Administration Agreements.
A practical, evergreen guide for musicians, managers, and rights holders eyeing co-management or administration deals, outlining strategies to safeguard catalogs, control consent, and maintain long-term value.
August 08, 2025 - 3 min Read
In today’s dynamic music landscape, collaborations between rights holders and managers or administrative partners are common, but they carry layered risk. Because your catalog represents future earnings, a deal must be structured with precise guardrails that prevent erosion of ownership, mismanagement, or unauthorized exploitation. Start with a clear definition of what “co-management” or “administration” covers, including rights, territories, formats, and revenue streams. Demand transparency through regular, auditable reporting, and insist on independent accounting where feasible. Build a framework that balances collaboration with protection, so decisions about licensing, sync placements, or distribution reflect your goals while preserving your autonomy to review and adjust terms over time.
A strong protection plan begins before signatures, with a documented baseline of what you own and what you are delegating. Compile a comprehensive inventory of all catalog assets, including master recordings, publishing rights, and older licenses that may still generate royalties. Attach clear timelines for reviews, milestones, and terminations. Specify who approves major actions—such as high-value syncs, worldwide license requests, or restructuring of a rights portfolio—and ensure veto rights exist for critical decisions. Establish a communication protocol that minimizes surprises, so both sides know how conflicts will be escalated, resolved, and reconciled without compromising ongoing revenue streams or creative control.
Rights verification and governance controls for ongoing catalog stewardship.
Once you establish baseline protections, you need precise language around revenue splits, accounting cycles, and audit access. Demand that all revenue streams, including royalties, performance fees, and advances, are itemized with dates, payer identities, and any deductions explained. Require the right to conduct periodic audits by an independent auditor or a mutually agreed third party, with terms that limit audit duration and protect confidential information. Clarify how disputes about accounting will be resolved, ideally through mediation followed by arbitration in a specialized jurisdiction. This reduces the likelihood of disputes spiraling into costly litigation that can disrupt ongoing catalog exploitation.
In practice, audits should come with practical safeguards to avoid friction. Define the frequency—quarterly or semiannually—along with a transparent reporting calendar that aligns with royalty payment schedules. Specify file formats, data standards, and accessible digital portals so you can verify line items quickly. Consider a roll-forward provision that captures changes after audits, ensuring corrections are applied promptly and that past discrepancies don’t become precedent. Include confidentiality clauses that protect proprietary terms while allowing auditors to perform their duties. By codifying these processes, you safeguard ongoing revenues and maintain trust with the administration partner.
Valuation controls, data integrity, and termination safeguards.
Governance is about who makes what decisions and under what conditions, especially when a partner steps into administrative authority. Create a charter that outlines decision domains, such as licensing, artist rotations, catalog expansion, and contract renegotiation. Tie major actions to specific thresholds—valued above a certain amount, or involving cross-territory rights—to require a higher level of consent. Build a sunset mechanism that triggers renewal or renegotiation at fixed intervals, preventing stagnation or drift. Establish a clear process for revoking or revising granted authorities if performance, transparency, or fiduciary duties falter. This structural clarity keeps your catalog resilient against missteps and overreach.
Financial protections should accompany governance guardrails, ensuring predictable monetization. Require a cap on expenses charged to the catalog, with an itemized annual budget and quarterly reconciliations. Prohibit excessive amortization or unusual deductions that reduce net receipts without justification. Secure a provision for post-termination accounting to capture residual royalties associated with works that remain commercially viable after the relationship ends. Specify data ownership for all audit files and calculations, and demand that both sides retain access to essential records for the life of the catalog. These provisions collectively shield your earnings while preserving the integrity of financial reporting.
Exit planning, transition, and continued oversight after change.
Valuation controls address how your catalog’s worth is assessed and defended during ongoing administration. Define metrics for performance-based adjustments, including streaming revenue, synchronized licensing opportunities, and exploitation in new formats. Require independent appraisals at defined milestones or whenever substantial changes occur in the market or catalog composition. Implement data integrity measures to prevent manipulation of streams or misattribution of credits. Use immutable, timestamped records for each transaction and ensure all metadata is consistently maintained across platforms. A robust valuation framework reduces disputes, fosters confidence, and supports strategic growth rather than reactive, ad hoc licensing decisions.
Termination and wind-down provisions are crucial to avoid hard exits that wreck value. Specify the circumstances under which the agreement can end—mutual consent, material breach, or persistent underperformance—and the steps for a clean handover. Address the transfer of assets, the discontinuation of future revenue to the administrator, and the continued stewardship of legacy rights. Include transitional licensing terms to maximize residual revenue during wind-down, while ensuring that any ongoing exploitation is properly licensed and documented. Plan for post-termination access to accounts, records, and metadata, so you can continue to monitor and monetize your catalog as needed.
Practical steps for ongoing protection and robust governance.
A thoughtful co-management agreement anticipates future changes, including new partners, acquisitions, or shifts in strategy. Build a flexible framework that accommodates expansions, mergers, or partial reintegration of rights as market conditions evolve. Require notice periods for proposed changes, and empower you to review them before they take effect. Encourage performance-based milestones that align incentives and avoid complacency. Establish a transition playbook that details how work surfaces are transferred, how licenses are honored during the transition, and how unresolved matters will be managed. This proactive mindset keeps your catalog resilient through cycles of change and growth, supporting long-term value creation.
Technology and data play a central role in protecting a catalog under co-management. Invest in secure data rooms, encryption, and access controls that limit who can view sensitive information. Mandate standardized metadata practices so rights and royalties are tracked consistently across all platforms. Require regular data reconciliations to catch discrepancies early, and implement automated alerts for unusual activity. Additionally, insist on clear data ownership terms that persist after termination, ensuring you retain control over your core metadata and strategic insights. When data integrity is strong, licensing decisions become more efficient and defensible.
Practical protection comes from a mix of diligence, documentation, and ongoing oversight. Begin with updated, signable agreements that reflect current markets and your strategic goals. Maintain a living folder of licenses, correspondence, and amendments so nothing slips through the cracks. Establish quarterly reviews that compare actual activity against the business plan, highlighting deviations and opportunities. Include a clear path for enforcement, specifying remedies for breaches, delayed payments, or unauthorized exploitation. By maintaining discipline in administration and honoring commitments, you safeguard your catalog’s integrity and ensure it continues to generate value for years to come.
Finally, cultivate trusted relationships with your administration partner, balancing collaboration with accountability. Transparent communication, mutual respect, and shared metrics create a stable foundation for growth while preserving your rights. Invest in education for all stakeholders about licensing nuances, royalties, and creative control so decisions are informed rather than impulsive. Seek professional counsel to tailor terms to your unique catalog and market position, especially when negotiating complex rights or cross-border licenses. With a disciplined approach, you can maximize opportunities while maintaining control over how your catalog is used, licensed, and monetized.
